How to Write Diplomatic Emails

It's easy to send an email. You just write a few words, click and send. But it's less easy to send a diplomatic email. A diplomatic email is an email that doesn't cause a misunderstanding or insult, or anger or even frighten your recipient. A diplomatic email is an effective business tool and also helps maintain good personal relationships. By writing friendly, inoffensive, yet concise emails that your recipient understands, you present yourself as mature and professional, creating long-lasting and effective business and personal relationships online.

Instructions

1. Include a greeting every time you email a business acquaintance or somebody you don't know very well. A simple "Hi, John" or "Dear Ms. Smith" will do. Greeting your recipient in every email, however briefly, serves as the social equivalent of looking a person in the eye.

2. Introduce yourself briefly if the recipient doesn't know you—or doesn't know you very well. This saves him the time he might need to spend to try to figure out who you are.

3. Write your email, paying special attention to clarity and conciseness, as well as proper grammar, punctuation and spelling. Taking the time to write carefully shows your recipient you care about your correspondence with her.

4. Minimize your use of emoticons and abbreviations. They may save you time, but they're likely to cost your recipient more time trying to figure out what you're saying, especially if he is not familiar with these shortcuts. Even if you think he is familiar with the emoticons or abbreviations, he is unlikely to find them as easy to read as you find them to write.

5. Use a courteous tone when writing the body of the email, even if you are writing with a difficult request, complaint or reprimand. Use common words and phrases of courtesy when appropriate, such as "please," "I appreciate it," "at your convenience," "thank you" or "I'm sorry."

6. Thank your recipient for her time. Even if you don't imagine she's spending very much time on your business, this is an important tool of diplomacy. Every person wants to feel her time is valuable.

7. Include a personal sign-off, even if you already have a signature automatically included in every email. A simple "All the best, Joanna Smith" will impart a friendly yet professional feel to the email.

8. Be sure your signature includes your email address. This courtesy makes it easier for your recipient to contact you. Don't assume he will see your email address in the "from" line. Not every email client is set to show the sender's email in a convenient place. And don't assume he'll just hit "Reply." Not everybody uses the "Reply" function to write every email.

9. Don't be in a hurry to send the email immediately after you write it. Step back from the text of the email and look at it critically from your recipient's perspective. Make revisions if you find it doesn't deliver the message you intend.

10. Send off your email and be patient if the response doesn't come right away. If you need to send an inquiry on the status of your correspondence, follow the same recommendations outlined here.